SIMS 8.9 TRAINING GUIDEstat.sfu.ca/content/dam/sfu/itservices/administrative/sims/training... · SIMS 8.9 Training Guide for Transcripts and Advising Transcripts - Undergraduate 2

SIMS 8.9 TRAINING GUIDE

Transcripts and Advising Transcripts: Undergraduate

Version 1.0

Prepared by

Heather Rhodes

SIMS 8.9 Training Guide for Transcripts and Advising Transcripts - Undergraduate

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Simon Fraser University SIMS 8.9 Training Guide CONFIDENTIALITY OF PERSONAL INFORMATION The information in this document is confidential and subject to the British Columbia’s Freedom of Information and Protection of Privacy Act, University Policy 110.04 - Access to Information and Protection of Privacy, and the Registrar’s Confidentiality Policy. As an employee of Simon Fraser University, you have a legal obligation to protect personal information to which you have access through SIMS and related University documents. Your legal obligation does not end with your employment at Simon Fraser University but continues in perpetuity. Failure to keep confidential the personal information of individuals is grounds for legal action.


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TABLE OF CONTENTS I. Security Access Revamp ............................................................................................... 4

II. Purpose of this training guide ...................................................................................... 4

III. Navigation to Transcript Run Control pages ............................................................. 5

IV. Transcript Types ........................................................................................................... 6

V. Navigation screen shots ................................................................................................ 7

VI. Single Advising Transcript .......................................................................................... 8

VII. Batch Advising Report ............................................................................................... 11

A. By Student ID ............................................................................................................. 13 B. By Batch/Group .......................................................................................................... 14 C. By Academic Group ................................................................................................... 16 D. By Student Group ...................................................................................................... 17

VIII. How to Run and Print a Report................................................................................. 20

IX. Error Report ................................................................................................................ 23

X. Abbreviations and Definitions ................................................................................... 25

XI. Advising Transcript Layout Changes ....................................................................... 27

XII. Unofficial Transcript .................................................................................................. 28

XIII. Co-op Transcript ......................................................................................................... 30

XIV. Official Transcript ...................................................................................................... 30

XV. Batch Requests – Unofficial or Co-op Transcripts .................................................. 30

XVI. Course Summary ........................................................................................................ 33

XVII. Course Review ............................................................................................................. 34


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I. Security Access Revamp In conjunction with the 8.9 upgrade, security access for SIMS users has been ‘cleaned up’ so that it is easier to understand and manage. The roles and permission lists needed to do the functions of each job have been grouped into a ‘model’ for that job, called a Model ID. Your security access is based on the Model ID appropriate for the functions which your job requires.

The revamped security access will take effect when the upgrade goes live on February 20, 2007.

II. Purpose of this training guide

Course Description

This course offers a review of the Advising and Unofficial Transcript run control options. Learn how to generate transcripts for a batch or group of students. Graduation reports will also be discussed.

Course Objectives

In this course we will review the features of the Advising Transcript and Unofficial Transcript run control pages. At the end of this course you will be able to:

• Navigate to the Advising Transcripts components

• Produce an Advising Transcript for a student

• Produce an Advising Transcript for an applicant

• Produce Advising Transcripts for a list of students

• Produce Advising Transcripts for a group of students in a given program

• Navigate to the Unofficial Transcript component

• Produce an Unofficial Transcript for a student

• Identify the differences between the Advising Transcript, the Unofficial Transcript, the

Co-op Transcript, and the Official Transcript

• Understand how to generate a batch of Unofficial Transcripts


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III. Navigation to Transcript Run Control pages Component Navigation Single Advising Transcript Campus Community > Student Services Center > Advising

Transcript OR Academic Advising > SFU Single Advising Transcript OR Records and Enrolment > Transcripts > SFU Single Advising Transcript

Batch Advising Transcript Academic Advising > Batch Advising Transcript OR Records and Enrolment > Transcripts > SFU Batch Advising Transcript

Unofficial Transcript Campus Community > Student Services Center > Unofficial Transcript

Unofficial Transcript Co-op Transcript Official Transcript (SS staff )

Records and Enrolment > Transcripts > Transcript Request

Batch Unofficial Request Records and Enrolment > Transcripts > Batch Transcripts > Batch Transcript Request

Table 1: Transcript Navigation


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IV. Transcript Types 1. Single Advising Transcript

• Creates an advising transcript for a single student or applicant.

2. Batch Advising Transcript

• Creates a batch of advising transcripts for students or applicants by Group or by Student ID.

3. Unofficial Transcript

• The Unofficial Transcript prints the same data as does the Official Transcript, but the header clearly states that it is the ‘Unofficial Transcript’.

• Includes Course Titles. • Includes Total Transfer Credit only.

• Does not include data elements important to undergraduate academic advising

(e.g., Enrolment Appointment, Upper Division Credits and UDGPA, Letters of Permission).

4. Co-op Transcript

• PeopleSoft delivered Advising Transcript. • Used by Co-operative Education because it includes the course title and the transfer

credit detail.

• Used by the Engineering Science home-built degree audit program.

5. Official Transcript

• Includes the Registrar signature. • Access limited to Registrar’s office staff. • Students can request via self-service. • Printed only by the Registrar’s Office on special paper.


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V. Navigation screen shots Student Services Center Navigation: Campus Community > Student Services Center > Unofficial Transcript Campus Community > Student Services Center > Advising Transcript

Figure 1: Student Services Center SFU Advising Transcript Navigation: Academic Advising > SFU Single Advising Transcript Academic Advising > SFU Batch Advising Transcript

Figure 2: Academic Advising Folder


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Unofficial, Co-op, and Official Transcripts Navigation: Records and Enrolment > Transcript Request

Figure 3: Transcript folder

VI. Single Advising Transcript

Figure 4: Single Advising Transcript run control page Required Fields:

Student ID – student number

Student/Appl – Student or Applicant Applicant - prints the Applicant Program data (no Student Program data exists). Student – prints the Student Program data.

Sort By – Term, Subject’, or ‘Both’

Term - sorts courses by Term Subject - sorts courses by Subject area Both – courses are sorted first by Term, then by Subject


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Optional fields: Graduate Transcript Only - Select to print only the graduate studies portion of the advising transcript for students

who have both an Undergraduate and Graduate career at SFU. Include Transition Units (For Business UGRD students only) - Transition Units and Transition GPA are used by Business Undergraduate Programs. Generate Envelope Label - To generate a transcript with the address formatted to fit a window envelope.

Exercise 1 Produce a transcript for the student you have been assigned. Navigate to the Single Advising Transcript component. Navigation: Menu > Academic Advising > Single Advising Transcript Enter the student ID of your student. Select Student. Select sort by Term. GO – click button to run the transcript process A new window will open in which the transcript will be produced. It takes about 30 seconds to generate and when it completes, it will appear in the new window as a PDF file. Close the Advising Transcript window.

Exercise 2 Change sort by Term to sort by Subject and click the ‘GO’ button again for the same student.

Exercise 3 Change the sort by Subject to sort by Both and click the ‘GO’ button again for the same student.

Exercise 4 Click on the Generate Envelope Label checkbox and click GO button.


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Exercise 5 Change the Student/Appl field from Student to Applicant. Change Sort by Both to Sort by Subject and click the GO button. Enter the following required fields: a) Student ID – Student number b) Student/Appl – Applicant c) Sort by – ‘Term’, ‘Subject’, or ‘Both’ The Applicant Advising Transcript will print the Applicant Program data, not the Student Program data (as none exists yet).

Figure 5: Applicant Program box on Advising Transcript


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VII. Batch Advising Report Navigation:

Academic Advising > Batch Advising Transcript

On the first screen, you must enter a ‘Run Control ID’ to access the Batch Advising Transcript selection criteria page.

Your Run Control ID is the same as your User ID. Your selection criteria are saved under your Run Control ID for future runs of the Batch Advising Transcript. You may change the selection criteria saved under your Run Control ID at any time.

Under Find an Existing Value - enter your User Id in the Run Control Id field - click the Search button.

Figure 6: Batch Advising Transcript Run Control ID search page


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Figure 7: Batch Advising Transcript run control - Tab 1 Required fields: Institution = SFUNV Career – Undergrad or Grad Select by - Student ID or Group

Student ID - the second tab ‘By Batch/Group’ is unavailable Group - the third tab, By Student ID, is unavailable

Student/Appl – Student or Applicant

Applicant - prints the Applicant Program data (no Student Program data exists). Student – prints the Student Program data

Sort by – Term, Subject, or Both

Term - sorts courses by Term Subject - sorts by Subject area Both – by Term and by Subject groupings in one report for the same student

Optional fields: Graduate Transcript Only

- Select to print only the graduate studies portion of the advising transcript for students who have both an Undergraduate and Graduate career at SFU.

- Check box is active only if select ‘Career = Grad’. Include Transition Units (For Business UGRD students only)

- Transition Units and Transition GPA are used by Business Undergraduate Programs. Generate Envelope Label

- To generate a transcript with the address formatted to fit a window envelope


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A. By Student ID

Enter student numbers for multiple individual applicants or individual students.

Exercise 6 Run a batch of transcripts for a list of students. Navigate to Menu > Academic Advising > Batch Advising Transcript On the first tab, Advising Transcript, enter the values listed below:

a) Institution = SFUNV

b) Career = Undergrad

c) Student/Appl = Student

d) Sort By = Term

e) Select By = Student ID

Click on the third tab ‘By Student ID’. Enter your students’ number in the ‘Student ID’ field. Add a row by clicking the (+) button. Enter your applicants’ number in the Student ID field. When you have entered all Student IDs, click the yellow ‘Run’ button.

Figure 8: Batch Advising Transcript run control – tab 3


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‘Clear All’ – click to clear all Student IDs from the selection page ‘Order’ - the order in which the students’ transcripts will display and print For instructions on viewing and printing the transcripts, see section How to Run a Report.

Exercise 7 Produce the transcripts for multiple applicants. On the first tab, ‘Advising Transcript’, select:

a) Institution - SFUNV

b) Career – Undergrad

c) Student/Appl – Applicant

d) Sort By – Term

e) Select By – Student ID

Click on the third tab ‘By Student ID’. Enter you student’s number in the ‘Student ID’ field. Add a row by clicking the (+) button. Enter your applicant’s number in the Student ID field. When you have entered all Student IDs, click the yellow ‘Run’ button.

B. By Batch/Group

Enter batch criteria to produce Advising Transcripts for all students in a group. All the criteria on this page are linked by AND statements. PLEASE BE VERY CAREFUL when using this option. Always check your criteria very carefully if you are using the ‘Select by Group’ option. PLEASE DO NOT enter criteria that will generate a huge file. For example, if you enter Group = BUS, Program = DBUS, Program Status = ‘Active’ the PDF transcript file will be over 3,000 pages long. If you do request a very large file, then the process will produce an Error Report with instructions on how to generate your file in smaller batches by entering a ‘range’ of Student Numbers from those that your original criteria produced. For further information, see section Error Report.


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Figure 9: Batch Advising Transcript run control page – tab 2 (fields available when select Student/Appl = Student. Required Fields Acad Group AND Program Status AND at least one of Acad Prog, Acad Plan, Sub-Plan, or Field of Study OR Student Group AND Program Status

Optional Fields From Term/To Term (If you enter a ‘From’ term, you must also enter a ‘To’ term) Degree Status Completion Term Exp. Graduation Term Student ID From/To (Use with the Error report for batches of students greater than 500 and retain all other selection criteria) Field not available Admit Term: This field is only available when you choose ‘Student/Appl’ Applicant on the first tab, ‘Advising Report’


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Example 1: Acad Group = ARTS AND Acad Prog = DBA AND Program Status = Active - All students who have an active B.A. program. Example 2: Acad Group = APSC, Acad Plan = DCMPT, Sub-Plan = CMPTCOP, Program Status = Active - Students Active in an Computing Program/Plan and a Computing Co-op Sub-Plan within a credential owned by Applied Science. Example 3: Acad Group = APSC, Field of Study = EDUC, Program Status = Complete - students who completed an Academic Plan owned by Education within a credential owned by APSC. Example 4: Student Group = BBF, Program Status = Active, Term From 1061 To Term 1071 - female basketball team members with an active program and term activated in at least one of the terms from Spring 2006 to Spring 2007.

C. By Academic Group

Exercise 8 Produce the transcripts for students with an active Computing Science Honors program under an Applied Science degree who were term activated in at least one term between 1061 and 1071. Navigation: Menu > Academic Advising > Batch Advising Transcript Under Find an Existing Value, enter Run Control ID = your User ID Click the Search button. On the first tab, ‘Advising Transcript’ selects:

a) Institution - SFUNV

b) Career – Undergrad or Grad

c) Student/Appl – Student

d) Sort By – Term, Subject’, or ‘Both’

e) Select by – Group


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Click on the second tab ‘By Batch/Group’. Enter the following data: Acad Group = APSC Program Status = Active Acad Program = DHCMPT Term From = 1061 Term To = 1071 Click the yellow Run button. For instructions on viewing and printing the transcripts, see section How to Run a Report.

D. By Student Group

Exercise 9 Produce the transcripts for students on the women’s varsity basketball team who have an active program and who were term activated in at least one term between 1061 and 1071. Change the data on the second tab ‘By Batch/Group’ to: Student Group = BBF Program Status = Active Term From = 1061 Term To = 1071 Click the Run button. Go to Appendix A Run a Report

Exercise 10 Challenging question! Run the transcripts for the Student Group 1067 AND Program Status = Active (Hint: This run will produce an Error Report).


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Batch setup for applicant transcripts On the first tab: ‘Advising Transcript’, select:

a) Institution - SFUNV b) Career – Undergrad or Grad c) Student/Appl – Applicant d) Sort by – Term, Subject’, or ‘Both’ e) Select By – Group

Click on the second tab, ‘By Batch/Group’.

Select an Academic Group (Faculty) AND Program Status = Applicant AND an Admit Term AND at least one of: Acad Prog, Acad Plan, or Field of Study

Figure 10: Batch Advising Transcript run control - tab 2 (fields available when select Student/Appl = Applicant)


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Exercise 11 Challenge question! Run the transcripts for all SFU applicants who have an active application for Fall 2007 for a bachelor of science. Acad Group = SCI Program Status = Active Acad Prog = DBSC Admit Term = 1067 (Hint: There are over 1000 students selected by these criteria.)


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VIII. How to Run and Print a Report

Once you have entered all criteria on the Batch Advising Transcript run control pages, click the Run button.

In the Process Scheduler Request page be sure that: • ‘Select’ box is checked • Server Name = ‘PSNT’ or ‘PSUNX’ (will run on either) • Type = ‘Web’ • Format = ‘PDF’

The Run Date and Run Time are populated with the current date and time. The Run Date and Run Time may be changed to run the transcript at a later date or time.

Click yellow ‘OK’ button.

Figure 11: Process Scheduler Request page

You are returned to the Batch Advising Transcript run control page. Select the ‘Process Monitor’ link

In the Process List, click the yellow ‘Refresh’ button until the Run Status changes to ‘Success’. Click on the ‘Details’ link to access the transcript.

You are taken to the Process Details page. Click on the ‘View Log/Trace’ link.

The Report Log viewer opens in a new browser window. The advising transcripts are created in one PDF file. The SFUSR550_###_2.PDF link opens the transcript file. View all of the transcripts by scrolling through the browser window. Print all transcripts from the browser window (File > Print - All), or print a selection of pages from the batch (File > Print > Pages From To).


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The Trace file lists the parameters requested and the number of students selected.

Figure 12: View Log/Trace window

Figure 13: Trace file.


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Figure 14: Transcript File – SFUFA550_###_2.PDF Print from the browser window all transcripts (File > Print - All), or select pages from the batch to print. Close the Report Viewer window. Click the OK button in the Process Details page to navigate back to the Batch Advising Transcript page. Click the Go back to Batch Advising Transcript link in the Process Monitor page.


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IX. Error Report The maximum size of a batch is 500 students. If the number of transcripts created by your run is greater than 500 students, there will be an error report generated, PDF file SFUSR550 ### 7.PDF.

Figure 15: View Log/Trace with error report PDF

Error Report Information

If your process generates an error report, it may be because your batch is too large. Open the PDF and follow the instructions for generating the transcripts in smaller chunks. Return to the Batch Advising Transcript run control page and in the By Batch/Group tab, retain the same parameters but also enter the first student number range. Run the report again for each range student numbers.


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Figure 16: sfusr550_##_7.PDF Advising Transcript Errors

Figure 17: Rerun the By Batch/Group with each student number range and all other limiting criteria on the By Batch/Group page.


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X. Abbreviations and Definitions

Acad Group – Academic Group/Faculty (e.g., APSC, ARTS, BUS, EDUC, SCI)

Student Group – Grouping of students

Program Status - Active, Admitted, Applicant, Cancelled, Completed, Deceased, Discontinued, Dismissed, LOA (leave of absence), Suspended, Prematric (not currently in use at SFU)

Acad Prog – Academic Program/Credential (e.g., HIMA, BA, BA2, BUS, CMPT, EDUC, KIN)

Acad Plan – Academic Plan (e.g., HISTPHD, CMPTHON, KINMAJ, EDUCMIN, PSYCJMA)

Sub-Plan – Academic Sub-Plan (e.g., ARTSCOP, SCICOP)

Field of Study – subject area attached to a Department (e.g., BUS, CMPT, EDUC, HIST, PSYC)

From Term To Term – term activation range

Degree Status – students’ Academic Program Degree Status (e.g., Pending, In Review, Awarded)

Completion Term – students’ Academic Program Completion Term

Exp. Graduation Term – students’ Academic Program Expected Graduation Term

Acad. Level Term End – is based on cumulative completed units

Acad. Level Projected – includes any in-progress units

Appointment – displays student’s appointment time for the most recent term activation

BOA – Basis of Admission

Dist.Ed. – denotes a distance education class section

Last Term Activation – displays most recent term activation

Last Cum. Stats Reset Term – if applicable, displays term in which cumulative stats were reset (i.e. GPA freeze)


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Permission Number – this field displays Permission Numbers that have been assigned for the most recent Term Activation (i.e. the term displayed in ‘Last Term Activation’.

Repeat Codes:

EXCM- exclude from GPA REIG - included in GPA PETM – permission to repeat included in GPA

SESS – Session Codes: 1 = Regular Session INT = Intersession SUM = Summer Session BL1 = Block 1 Session (Surrey) BL2 = Block 2 Session (Surrey) BL3 = Block 3 Session (Surrey)

Stdnt Grp – Student Groups

Transfer Courses GP code: TR-C = course credit TR-O = other credit TR-T = test credit TR-X = formal exchange credit – NEW

WQB W = Writing Q = Quantitative B = Breadth


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XI. Advising Transcript Layout Changes ** To be implemented to SIMS Production ~ February 20, 2007**

A number of changes will be made to the Advising Transcript based on feedback gathered over the last year in the SIMS End User Meetings. These new features are summarized below:

1) Remove the Summary totals of all Writing, Quantitative and Breadth Requirements. 2) Change the Exchange Credit coding in the summary at the top of the transcript and in the

list of Transfer Courses.

3) Include a Co-op Credit total in the summary at the top of the transcript.

4) Include summary totals for each completed degree program prior to the cumulative statistics reset notation.

5) Return LOP information to first page and list before transfer credit.

6) Include the term for which a student is applying to graduate rather than the date student

initiated the application.


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XII. Unofficial Transcript Navigation:

Campus Community > Student Services Center > Unofficial Transcript OR Records and Enrolment > Transcript Request

• The Unofficial Transcript prints the same data as does the Official Transcript, but the

header clearly states that it is the ‘Unofficial Transcript.’

The Unofficial Transcript differs from the Advising Transcript in that it:

• Includes the complete course titles. • Includes only the total transfer credit by institution (without the course detail). • Does not include many elements helpful to academic advising (e.g., Upper Division

GPA, Letters of Permission, Student Groups, Enrollment Appointment Dates/Times).

Figure 18: Transcript folder

Exercise 12 Navigate to the Transcript Request component: Records and Enrolment > Transcript Request Click on the Transcript Request link. Click on Add a New Value. You are taken to the request page. Enter the following data: Transcript Type = UNOFF Output Destination = Printer Number of Copies = 1 Future Release = Immediate Processing Print Date = system date Request Reason = Internal Request


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Figure 19: Transcript Request – Request Header page Click on the Request Detail page and enter the student ids of the students you have been provided. Click the Process Request Button. You are taken to the Report Results page. Return to the Request Detail page. Click the Print All button. You are taken to the Process Scheduler. Click Transcript Print All, Format = Web, Type = PDF. Click OK. See section on How to run a report.


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XIII. Co-op Transcript

The Co-op Transcript is requested for immediate processing as described above under Unofficial Transcript, but you would instead select Transcript Type = ADV.

XIV. Official Transcript

The Official Transcript is requested for immediate processing as described above under Unofficial Transcript, but you would instead select Transcript Type = OFF. Security access to Transcript Type = OFF is available only to the staff in the Undergraduate and Graduate Records departments.

XV. Batch Requests – Unofficial or Co-op Transcripts

Navigation:

Records and Enrolment > Transcripts > Batch Transcripts

Batch Transcript Request Batch Transcript Generation Batch Transcript Print (Records staff only) Transcript Print (not used)

Figure 20: Batch Transcript Folder


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Figure 21: Batch Transcript Request run control page Required Field Options: Institution = SFUNV Transcript Type = ADV (Co-op), UNOFF, OFF (SS Records staff only) Transcript Request Criteria Associated optional fields change as you select different Transcript Request Criteria.

Step 1 Enter the Transcript Type, and select the Transcript Request Criteria and any associated

criteria to narrow your selection.

When the report has posted, open the Message Log in the Report Log/Viewer. This log file contains the Request Number at the bottom of the page.

Step 2 Enter the same Transcript Type and the request number in the Report Request Number

From To fields.


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Only the Student Services Records staffs have access to the Transcript Generation component.

Figure 22: Transcript Generation run control page Step 3 Enter the same Transcript Type, the Request Reason = Internal Request, Academic

Career = Undergraduate, and the request number in the Report Request Number From To fields.

Only the Student Services Records staffs have access to the Transcript Batch Print component.

Figure 23: Transcript Batch Print run control page The transcripts are printed in batch in the Undergraduate Records department of Student Services.


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XVI. Course Summary

In this course we will review the features of the Advising Transcript and Unofficial Transcript run control pages. At the end of this course you will be able to: • Navigate to the Advising Transcripts components.

• Produce an Advising Transcript for a student.

• Produce an Advising Transcript for an applicant.

• Produce Advising Transcripts for a list of students.

• Produce Advising Transcripts for a group of students in a given program.

• Navigate to the Unofficial Transcript component.

• Produce an Unofficial Transcript for a student.

• Identify the differences between the Advising Transcript, the Unofficial Transcript, the Co-op Transcript, and the Official Transcript.

• Understand how to generate a batch of Unofficial Transcripts.


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XVII. Course Review

1. Where is the Advising Transcript located? 2. Where is the Unofficial Transcript located?

3. Where is the Co-op Transcript located?

4. If you run a single advising transcript for an applicant, what information is displayed on

the transcript?

5. If you run a batch of Advising Transcripts for a student group with more than 500 students, what will happen?

6. What does the Advising Transcript Error report tell you?

7. If you run a Advising Transcripts for SFU applicants who have not been matriculated,

what selection must you make on the run control page?

8. What happens if you check the ‘Include Business Transition Units’ box on the Advising Transcript run control pages?

9. Who can request an Official Transcript?

10. Who can print an Official Transcript?

11. What kind of information is printed on the Unofficial Transcript?

12. What kind of information is printed on the Co-op Transcript?

13. What kind of data is printed on the Advising Transcript, but not on the Official,

Unofficial, and Co-op Transcript?

14. How would you request a batch of Unofficial or Co-op Transcripts?

Documents

SIMS 8.9 TRAINING GUIDEstat.sfu.ca/content/dam/sfu/itservices/administrative/sims/training... · SIMS 8.9 Training Guide for Transcripts and Advising Transcripts - Undergraduate 2